Part Time - Project Administrator

OCL Group Inc. • Edmonton, AB

7d • Remote

About The Position

We are currently recruiting for a highly organized and detail-oriented, adaptable and flexible Project Administrator to support our operations. In this role, you’ll play a key part in coordinating administrative tasks, maintaining project documentation, and supporting the project team with daily operational needs. This is a remote, work-from-home position with flexible hours. Ideal for someone looking for part-time work with potential to transition into a full-time role as the position and project needs evolve.

Requirements

• 5+ years of experience in an administrative or project coordination role, preferably in heavy industrial, oil & gas, or construction environments
• Business Administration Diploma or equivalent post-secondary education (a degree is an asset)
• Strong understanding of project documentation, daily reporting, and cost tracking practices
• Project accounting experience, including cost tracking, reconciliations, and reporting
• Proven experience using Client billing portals and DTC/InEight Billings systems for time entry, reporting, and database management
• Previous experience supporting field-based teams and managing time entry, payroll support, and onboarding logistics
• Familiarity with LEMs, job cost codes, and labour/equipment tracking is preferred
• Advanced proficiency in Microsoft Excel (pivot tables, formulas, data validation) and demonstrated experience using Google Sheets for collaborative reporting and tracking
• Experience working with Google Workspace, document control software, and shared drives
• Excellent organizational skills, time management, and attention to detail
• Strong interpersonal and communication skills, both written and verbal
• Able to prioritize tasks in a fast-paced environment with shifting deadlines
• Demonstrated ability to work independently in a remote setting after training
• Strong problem-solving skills and the ability to take initiative without constant supervision
• Knowledge of construction processes, terminology, and project lifecycle is a plus
• Previous experience with site access systems, travel logistics, and mobilization coordination is an asset
• Must be legally eligible to work in Canada
• Must be available during regular business hours
• If required to work at site, you will be required to complete a pre-access drug and alcohol test

Nice To Haves

• Time Entry & Payroll Coordination – Accurately collect and process field timesheets; reconcile with reports, and job codes
• Project Accounting – Support cost tracking, reconciliations, reporting, and labour/equipment tracking to ensure accurate financial oversight
• Document Control – Maintain organized filing systems for reports, transmittals, and correspondence
• Advanced Microsoft Excel & Google Sheets – Build and maintain reports using formulas, pivot tables, and data validation in Excel; collaborate in real time using Google Sheets
• Database & System Experience – Experience in in DTC/InEight Billings is a bonus, project management tools, and various client billing tools
• Project Coordination – Support project managers with schedules, logistics, reporting, and resource tracking
• Communication – Clear, professional verbal and written communication with internal teams and external stakeholders
• Attention to Detail – High level of accuracy in data entry, reporting, and documentation
• Problem Solving – Ability to troubleshoot issues independently and propose practical solutions
• Multitasking & Prioritization – Effectively handle competing tasks and shifting priorities under tight deadlines
• Confidentiality & Discretion – Handle sensitive personnel, payroll, and client information appropriately
• On-Site Readiness – Ability and willingness to transition from office-based training to remote working. Possibility for working on a large, site-based project upcoming.
• Team Collaboration – Work closely with project teams, field staff, and administrative personnel across multiple locations
• Technical Aptitude – Quick to learn and navigate new systems, including databases, project tools, and internal platforms

Responsibilities

• Collection, preparation and entry of timesheets
• Support the day-to-day activities of the project personnel
• Responsible for the reconciliation of Daily Reports against Timesheets and support documentation.
• Ensure Timesheets and expenses documentation is approved by Project Manager
• Assist in Weekly and Monthly report preparation
• Facilitate onboarding and mobilization of new hires including booking safety training and D&A tests
• Maintain project filing including electronic files, project correspondence log; prepare and distribute select project transmittals via PM
• Ensure that project coding is effectively used.
• Use of client billing portals if necessary including uploads, reconciliation of data, accurate time entry, job coding, cost tracking, and labour/equipment reporting
• Generate reports from OCL’s system or clients systems to support project controls, payroll, and project accounting functions
• Update DTC Database as required.
• Prepare operational reports as required. (i.e. manpower, reports, job cost, labour cost, etc.)
• Prepare daily LEM and submit to the client for approval.
• Daily labour and equipment tracking, review of job cost codes.
• Responsible for all logistics required for site access badges, vehicle passes, ETMP Requests and coordinate flights and camp as required
• Work in an environment with strict deadlines requiring a high level of focus
• Support OCLs Statement of Values and foster continuous process improvement in all areas of responsibility.
• Consistently conduct business in accordance with OCLs values, policies, guidelines and established best practices.
• Completion, documentation and timely distribution of all project related correspondence, records and reports.
• Develop and maintain strong working relationships with all parties involved with the project.
• Promote OCLs Doing the Job Right to our clients and the workforce.

Benefits

• Competitive hourly rate. Negotiable, based on experience.
• Weekly Pay
• Company bonus (depending on overall company performance).
• Flex credits - $7000 per year that can be allocated to a health care spending account and/or RRSP’s
• 100% drug coverage
• Long term disability, AD&D, life insurance & dependent life Insurance.
• Paid vacation.
• Cell phone allowance or company provided cell phone.
• A company provided laptop

What This Job Offers

• Job Type: Part-time
• Career Level: Mid Level
• Education Level: Associate degree